Guest Administrative Assistant

Company Description

For almost 50 years, Williams has been at the forefront of one of the fastest sports on the planet, being one of the top three most successful teams in history competing in the FIA Formula 1 World Championship. With an almost unrivalled heritage of engineering and racing F1 cars and unforgettable eras that demonstrate it is a force to be reckoned with, the British squad boasts 16 F1 World Championship titles to its name.

Since its foundation in 1977 by the eminent, late Sir Frank Williams and engineering pioneer Sir Patrick Head, the team has won nine Constructors’ Championships, in association with Cosworth, Honda and Renault. Its roll call of drivers is legendary, with its seven Drivers’ Championship trophies being lifted by true icons of the sport: Alan Jones, Keke Rosberg, Nelson Piquet, Nigel Mansell, Alain Prost, Damon Hill and Jacques Villeneuve. The team has made history before and is out to make it again with a long-term mission to evolve and return to the front of the grid.

Job Description

The Guest Administrative Assistant plays a key role in ensuring the smooth and professional operation of Williams F1 Team Headquarters. As the first point of contact for visitors and guests, this role provides a consistently high standard of welcome and administrative support across the business, ensuring our reception and guest management processes reflect the professionalism and excellence of the Williams brand.

Main Duties:

• Deliver a warm, professional welcome to all visitors, guests, and staff at Williams F1 Team HQ.
• Manage all incoming calls, directing them appropriately, and oversee the ‘personnel’ and ‘charity’ inboxes.
• Perform administrative tasks such as filing, mail sorting, and processing outgoing business mail via the franking machine.
• Maintain cleanliness and organisation of all reception areas, ensuring literature and displays are up to date.
• Monitor and replenish basic office supplies.
• Collaborate with Facilities to manage visitor check-ins through the Envoy Guest Management System, liaising closely with Security.
• Prepare and set up meeting rooms, coordinating with on-site catering for hospitality and refreshments.
• Represent the business with a positive, professional attitude and appearance at all times.
• Handle confidential and sensitive information with discretion.
• Provide occasional support for internal staff engagement activities.
• Manage correspondence relating to charity and fan requests, including administering fan competitions.
• Undertake regular and ad hoc administrative support for other departments, such as assisting HR with new starter boxes, coordinating safety equipment for OH&S, and issuing supplier invites.

Qualifications

Qualifications and Experience Level:

• Previous experience in a Reception, Customer Service, or Administrative role is essential.
• Excellent interpersonal and communication skills.
• Strong organisational skills with the ability to multitask in a fast-paced environment.
• Professional, approachable, and customer-focused demeanour.
• Proficient in Microsoft Office applications and experience with visitor management systems (e.g., Envoy) desirable.
• Experience working in a corporate or hospitality environment preferred.

Additional Information

Atlassian Williams F1 Team is an equal opportunity employer that values diversity and inclusion. We are happy to discuss reasonable job adjustments.